UCD Residences guide to living 15-16.pdf · 2016-05-16 · Central Customer Care Office at Merville (7 days a week):08:00-02:00 Blackrock –Proby reception (Mon-Fri): 10.00-18.00

UCD Residences - A Guide to Living on Campus1

University College DublinAn Coláiste Ollscoile, Baile Átha Cliath

UCD Residences

A Guide to Living on Campus

2015

Residence Reception OfficeContact DetailsOffice HoursResidential Assistants (RAs)Keys/Door CardUCARD

Residential CleaningRefuse and Recycling InformationAnimalsUtilities and ElectricityPostal DeliveriesLaundryMotor Vehicles and BicyclesResidential Charges

InsuranceResponsibilityConditions of OccupancyInventoryDamageMaintenanceDepositsCheck outInternet

Your First day EssentialsSettling inSmokingNoisePartiesDisciplineSecurity and AccessGuests

Security and safe living

Gardai (Police)Emergency NumbersStudent Health ServicePharmacyBankPost OfficeTelephonesDining on CampusShopsComplaints/Feedback

WELCOMEWe would like to welcome you to UCD and to the UCD Residences. We hope that your stay here will be enjoyable.

Sharing apartments within houses are great places to start off university life. It is the perfect environment to make friends. With so many students in one place you cannot avoid meeting somebody you will get on with!

Appendix I Fire PreventionAppendix II PaymentsAppendix III Waste ManagementAppendix IV Charges ListAppendix V Maintenance/TroubleshootingAppendix VI How to submit a Maintenance Request Appendix VII Guide to WirelessAppendix VIII House RulesAppendix IX Licence to ResideAppendix X Guide to Managing Breaches of Residential Rules

RESIDENCE LOCATIONSThe residence office number is forwarded to an on call mobile if the office is unattended and the person on call can be reached by either calling the office number or alternatively the on call mobile can be called directly.

Belgrove: (01) 716 8777 or 087 916 4647

Blackrock: (01) 716 8807 or 087 969 4666

Glenomena: (01) 716 1030 or 087 283 7395

Merville: (01) 716 1008 or 087 219 8893

Proby: (01) 716 8807 or 087 969 4666

Roebuck: (01) 716 1005 or 087 256 5637

Muckross: 087 234 5511

CONTACTCentral Customer

Care Officeat Merville:

(01) 716 1008E: [email protected]

RESIDENCE RECEPTION OFFICEOur central customer care office in Merville is open from 08.00-02.00 and outside of these hours the residence is manned by a team of RA’s. There are also ResLife Centres throughout the residences where you can socialise with

other residents and meet your RA’s.

The staff in the residence consist of a Centralised Care Team in Merville, a team of RA’s and various other staff for example security, maintenance and cleaning staff. Therefore the residence has 24 hr cover and there is always someone at the end of the phone. Should you require any help or information, please do not hesitate to contact the Residence Office – in person, by phone or by email (contact details below). Please note that the email is only checked during office hours so all urgent matters should be brought to our attention in person or by phone.

RESIDENTIAL ASSISTANTS (RAS)Each Residence has a dedicated team of Residential Assistants who work together with the Residence Service Team to provide a high quality service for the residents.

The RAs are current UCD students who live on campus and are on duty outside of office hours and at the weekend. These students are responsible for the complex outside of office hours, dealing with lockouts, general queries and any incidents which may arise or require their assistance. The RAs’ also ensure that the Rules & Regulations contained in the Licence to Reside are upheld.

Feel free to approach them with any problems or questions throughout the year after all they’re students too.

OFFICE HOURS Central Customer Care Office at Merville (7 days a week): 08:00-02:00Blackrock –Proby reception (Mon-Fri): 10.00-18.00Muckross reception (Mon-Fri): 08.00-09.30RA’s on duty in all locations from 18.00 – Office Hours and/or On CallAfter Hours, Weekends and Bank Holidays: RA on Duty

UCARDYour UCD student card is your official identification card for the duration of your programme in UCD.

Please note that as the UCARD is your personal identification and provides access to the residences it is not permitted to give your card to another person.

As well as being the single most important piece of ID you possess during your time here, your student card also gives you access to a range of university facilities including:

Access to UCD Residences, the Library and the Student Health and Fitness Centre

Electronic Payment for food in the Main Restaurant, Coffee Shops, Centra and other retail outlets across the campus

Laundry in Belgrove, Glenomena, Muckross and Blackrock

Pay per swim in the USF

Print, Copy, and Scanning with CopiPrint

Identification

Time and attendance

You can also earn loyalty UPoints in all outlets that convert into value for every Euro you spend, but you will have access to a wide range of discounts not available to other payment methods.

The UCARD is also an all in one card which saves you the hassle of carrying around several different cards to fulfil different purposes.

Where to Top up your UCARD

Online using your debit or credit cardIn cash at the topup machines in: - Merville Student Residences, James

Joyce Library (turnstiles), Main Restaurant (inside front door),

Blackrock (Services desk),Sport & Fitness Complex.

KEYS/DOOR CARDWhen you check in you will be provided with a full set of keys or your student UCARD will be programmed for access control depending on the residence you are staying in. A full set must be returned at the end of your stay. Please be careful with your keys and student UCARD as a replacement set of keys will cost €30 and a new UCARD costs €20.

If you find yourself locked out of your apartment you can go to the Central Customer Care Office in Merville or Proby (or to the reception office in your location if the RAs are on duty) to regain access. You will be required to produce some form of photographic I.D. to verify your access rights. This service will incur a fee of €3 before midnight and €5 after midnight which when charged will appear in your SIS Web account, this must be paid within 5 days.

Check “My UCARD” tab on SIS Web for new locations

SMOKINGIn accordance

with Irish Legislation, the RESIDENCE is a NO SMOKING BUILDING

including public areas such as hallways and

stairwells.(This policy is strictly

enforced)

YOUR FIRST DAY ESSENTIALSResidents must provide their own set of bed linen (i.e. single size under-sheet, duvet cover and pillow cover and towels). Duvets and pillows are provided.

Cooking utensils / tableware are not provided. If you need advice on how best to equip your residence our team at Central Customer Care Office at

Merville will be able to provide the information and assistance you need. ResLife run buses during orientation to and from IKEA where you can purchase items.

SETTLING IN (ON-CAMPUS ACCOMMODATION LIFE) Do remember that by considering living in campus University Accommodation, you are opting for a shared living environment where a level of tolerance and compromise is required. You will be part of a community of young people from varying backgrounds and many different countries and cultures.

There is a standard of behaviour which must be respected and abided by, which is enforced by the UCD Residences Team and Residential Assistants (who live in the same accommodation). They will also help you settle in and provide as much help as possible and guidance on all matters relating to University life.

Please find enclosed important information regarding life on the residence which we advise you to read through carefully. We would particularly like to draw your attention to the following:-

NOISEAll students should be considerate regarding noise at all times. Residents are asked to be particularly respectful of other students during exam times. It is a serious offence for those who have finished examinations to hold celebrations in residence while other students are still taking examinations. Consideration is requested when playing

musical instruments, stereo, hi-fi systems and televisions. As a reference if you can be heard outside your apartment then it’s too loud. You also need to be mindful of general noise as you pass through the complex.

PARTIESPermission to hold parties in student’s apartments is strictly prohibited. There are social facilities which can be booked through ResLife if you have a particular appropriate event in mind.

DISCIPLINEUCD Residences have discipline procedures in place in support of students living on campus. Residents may be called to a disciplinary meeting should they be found to have breached the terms

of their licence to reside. See appendix numbers IX the licence to reside and X the guide to managing breaches of residential rules.

SECURITY AND ACCESSAll Residences on the Belfield campus have gates for your security. These gates are closed from 00:00 until 07:00 and occasionally during events on campus i.e. during the UCD Ball. Security is on hand during the night patrolling and to help. If you require access or have any problems you should contact them via the intercoms on the gates. Residents and registered guests will have to show ID in order to gain access.

GUESTSThe University respects residents’ right to daytime visiting guests. Guests must be accompanied by the resident at all times and must abide by the rules of the residence. In order to comply with safety regulations and ensure the welfare of other community members UCD Residence has an Overnight Guest Policy which must be complied with exactly. Unauthorised overnight or extended visitation violations may result in a resident being asked to move off campus and further action under the Breaches of Residential Rules Process. Full details on our overnight guest procedures can be found on our website at www.ucd.ie/residences. In order to register a guest you will need the guests full name as per their identification, their date of birth, contact number and address.

Residents can register a guest for up to two nights in a row subject to availability. Guests should be signed in via the SIS Web at the latest before 20.00 on the day they arrive or 20.00 on a Friday if the guest is staying over the weekend. Please see the Overnight Guest Policy on our website for full details on the policy and how to register a guest.

• The Occupier is responsible for their actions at all times.

• The guest must be aged 17 or over.

• The guest must produce photo identification (UCD Student Card, drivers licence, passport, Garda ID card) when requested to do so by any of the UCD Residences Team.

• The Occupier must accompany the guest at all times.

• Guests are not allowed to reside in any apartment other than their hosts from 00:00 onwards

• Guests must sleep in their host’s bedroom.

• Where the apartment / hall are single gender and the proposed guest is of the other gender the resident will need to get permission of all of the other residents in the apartment / hall giving consent.

• Residents are advised to check if a guest can be registered before booking flights or inviting someone to stay.

• In order to ensure that the service is available to all residents there is a maximum of 2 consecutive nights at any one time for any guest and guests cannot be booked in over a prolonged period of time, weeks in advance.

• Residents in breach of these terms and conditions will be levied with an automatic fine of €100 per guest and will be subject to the Breaches of Residential Rules process.

• The overnight guest policy will be suspended during study and exam periods and for operational requirements as required (e.g. emergencies, nights of big events, health and safety reasons).

• In order to comply with health, safety and fire requirements, and to ensure the welfare of the whole community there is a maximum number of guests who can register to stay overnight at any one time. Please see the policy in full on our website for details.

SECURITY AND SAFE LIVING:UCD Residences strive to keep our community safe and secure. Your assistance is vital towards achieving this goal. Residents should be security conscious at all times. Please report suspicious persons in or near the Residences immediately to the Central Customer Care Office at Merville or the RA on Duty.

Never leave your door unlocked or your bedroom window open while your room is unoccupied (for any amount of time) and please ensure that main exit doors are closed at all times.

FOR YOUR ADDED SAFETY:

• Keep doors and windows locked when room/apartment is unoccupied

• Do not leave valuables or cash in visible location

• Do not prop open doors

• Do not leave messages saying no one is at home

• Do not open front door to strangers or non residence personnel

• Anyone acting suspiciously should be reported to the Central Customer Care Office at Merville immediately

• Bicycles should be secured with a good locking device

FIRE SAFETY- MINIMISE THE RISK!

Please also see the Fire Prevention Booklet.

• Care should be taken with all naked flames.

• Candles and incense are a fire hazard and are not permitted in the residence halls or apartments.

• It is not permitted that you smoke inside the building.

• Do not overload sockets- Use only one plug per socket.

• Do not use chip pans.

• Never leave cooking unattended.

• Report electrical problems to the Residence Office.

• Keep all exit routes and doors clear from obstruction.

• Report any faulty fire equipment to the Central Customer Care Office at Merville.

ON HEARING THE FIRE ALARM SOUND Exit the building via nearest escape route.

Go to the Assembly Point.

Authorised UCD personnel will instruct the evacuees when tore-enter the buildings.

IN CASE OF MEDICAL EMERGENCYShould you require urgent medical assistance, call the Residence

Office or Campus Services immediately who will call 999 on

your behalf. This is important to ensure emergency services are

met and escorted to the right location, and can get through any

locked barriers or gates.

N.B. TAMPERING WITH FIRE EQUIPMENT IS A CRIMINAL OFFENCE AND CHARGES MAY FOLLOW. DISCIPLINARY CONSEQUENCES MAY INCLUDE REVOCATION OF LICENCE TO RESIDE.

FIRE SAFETY- EMERGENCY/EVACUATION PLAN

If you discover a fireRAISE THE ALARM IMMEDIATELY

by pressing the nearest Break Glass Unit.Fight the fire only if safe to do so.

INSURANCE

Each resident is covered by “Insurance for Occupants of Residential Units, University College Dublin”. UCD Residences will issue each student with an Insurance Certificate at the beginning of the academic year. This certificate

will give details of the cover with which you are provided under this special Insurance Scheme. The fee for Insurance cover is deducted from the students

deposit at the end of the residential period.

In event of a claim:

• Please inform the accommodation office immediately

• In the event of a theft claim inform the Gardai immediately

• Immediately send any writ, summons or other legal process issued or commenced against you to the insurance company.

• Obtain a claim form from the accommodation office.

CONDITIONS OF OCCUPANCY

The terms and conditions under which rooms are allocated to you are detailed on the “Licence to Reside” which you can find in the Appendices or on the residences website www.ucd.ie/residences .

INVENTORY

When you move in we expect that all inventory items are present and in working order. We ask residents to go online on their SIS web and confirm the inventory contents of their accommodation. This record will form the basis for any deposit deductions due to missing or damaged items at the end of your licence to reside. You will receive an email to your UCD connect email address after check in explaining what you should do.

DAMAGE

Each occupant must keep all furniture, fixtures and fittings in the premises in good and proper

repair and replace such items of the same which may be broken or destroyed

during occupancy of the Licence beyond normal wear and tear with items of equal value to the satisfaction of U.C.D.

Occupant’s must not drive nails or drawing pins etc.

into the walls or woodwork, to affix any form of ‘blue tac’ or

sticky tape to walls, or otherwise to deface the premises.

Damage resulting from disregard of the above prohibitions will be charged for.

RESPONSIBILITY

From the moment you receive your access card

until you surrender it, you are responsible for the condition

of your apartment/room and for what happens

in it.

MAINTENANCE

If your room or the equipment and furnishings provided in your room require any repair or maintenance do not repair it yourself. Please report all maintenance issues in your room on the maintenance section of your SIS web account. Please see Appendix VI for details on how to submit a maintenance request and Appendix V for maintenance information and troubleshooting.

CHECK OUT

Residents are expected to vacate their accommodation by 12 noon on the last day of their licence to reside. Rooms and common areas should be left in a clean and hygienic condition upon departure. Residents are jointly responsible for communal areas of the apartment and are advised to work together to ensure they are left in the same good condition they were in on check in. Residents will be charged for any belongings or rubbish left behind, any damage and any contract cleaning charges should the accommodation not be left in a clean and hygienic condition. Please see appendix V for a list of sample charges.

DEPOSITS

A deposit of €400.00 is paid as part of the booking process. It is a deposit against the actual booking being cancelled, and also against any potential damages that may arise. The deposit is returned after the students vacate, provided that their access key has been surrendered, the apartment is in the same condition as it was on arrival, and all outstanding charges are paid. Please note any damaged or missing inventory items from your apartment will be deducted from your deposit.

When refunds have been calculated, usually within 3 weeks of departures, Residents will receive an electronic request by email to input their bank details. Once completed, the refund will be made by electronic transfer to the nominated bank. See our website for UCD refund policy.

INTERNETWireless Internet

service is available to all residents. Please see appendix VII for

details.

RESIDENTIAL CLEANING

All residents are responsible for maintaining their rooms in good condition.

UCD Residences undertakes cleaning in the circulation area of residences such as staircases and landings. In communal residences (e.g. Blackrock Halls of Residence) the cleaning staff clean all communal

areas. UCD must ensure that good housekeeping and hygiene standards are maintained throughout residences. For the wellbeing of all residents it is

important that the rooms and kitchens are maintained in a good condition.

Residents are responsible for cleaning within their rooms and shared space within apartments. Residents are advised to agree a roster for cleaning shared areas. The residence staff carry out hygiene audits usually once per semester. Residents are also asked to be mindful that rooms are booked through the year and that new residents on check in expect to move into clean hygienic accommodation.

There is communal responsibility to ensure that communal areas are respected and kept in good condition. Where there is an ongoing or specific impact on the hygiene of a common area that is over and above normal traffic UCD Residences will try to find out which Resident was responsible. Where this is not possible communal responsibility will apply under the rules and regulations.

REFUSE AND RECYCLING INFORMATIONThere are refuse and recycling points located in all locations. Please segregate waste and ensure it is placed in the correct bins. Recycling and compost bins are available and residents are requested to be responsible when disposing of waste. Appendix III has information on Waste Mgt.

UTILITIES AND ELECTRICITYUtility charges cover essential services including electricity, recycling, hot water and heating. They are a fixed charge for the year and are payable along with the residential fees in three instalments.

POSTAL DELIVERIES Your post will be delivered to your room or apartment, Monday to Friday from 17.30 pm – 19.00 pm. Please ensure that you include your room number in your postal address. Packages: Should a package arrive for you, you will receive a note indicating a collection time from the Reception Office/Desk

N.B. There are no deliveries of post at weekends or bank holidays.

Sample Address

BelfieldName, c/o G1-3-4Glenomena Student Residence, UCD, Belfield, Dublin 4

BlackrockName, C/O Rm 163Blackrock Residence, UCD Blackrock, Carysfort Avenue, Blackrock, Co. Dublin

ANIMALSNo animals

are allowed into the residence.

Special Consideration is given for Guide Dogs

by arrangement with Residential

Services.

LAUNDRYThere are laundry facilities on campus; located in Belgrove, Glenomena, Roebuck, Blackrock and Muckross for residents only. Please read guidelines carefully before using machines. Machine faults should be reported directly to Central Customer Care Office at Merville. The current cost for a wash cycle is €3 and for a dry is €1.50. Please note that to dry a full load of wet clothes will take at least two drying cycles. If you require a refund please email [email protected] giving a concise description of the issue, your name and student number a n d the laundry and machine number with which you had an issue.Do not dry clothes in bedrooms as it can cause condensation, dampness, and become a fire hazard.

MOTOR VEHICLES AND BICYCLESThere is no reserved parking in UCD, including Residences. Parking is on a first come first served basis and is either permit parking or pay and display. Parking of motor vehicles is permitted in designated car parks only. Vehicles left in unauthorized places will be clamped. Residents who have motor vehicles must conform to the University car parking regulations. Residents will not be entitled to apply for permit parking on the Campus unless they are entitled to an exemption from this policy.

NCPS manages parking on campus on behalf of UCD. See http://ucdestates.ie/ for further information. Please note there is clamping in operation in University College Dublin.

Residents who wish to register for access to the Merville vehicle gate should register their cars at the Merville Customer Care Center so that access rights can be added to their student UCARD.

Bicycles must not be brought into residences at any time i.e. hallways of houses/apartments. Bicycles must be left and locked in designated bicycle shelters. Bicycles left in unauthorized places may, at the discretion of the University, be removed.

RESIDENTIAL CHARGESThere are three account periods which the residential fees are due to be paid- September, November and January. Payments must be paid in advance for all periods and late payments are subject to a late payment fee of €60. For those residents who have chosen a third semester occupancy there is a fourth account period in May. Single semester students do not pay in instalments.

Please see the fees page of the residence website or your SIS account for amounts due and exact dates (http://www.ucd.ie/residences/studentpages/fees/)Please see appendix II for information on payments. All residential accounts are transacted in Euro only.

GARDAI (POLICE)

Emergency Services:

On Campus Emergency Dial: 01 716 7999

Off Campus Dial: Gardai 999 / 112

Donnybrook Garda Station is responsible for a large part of the Dublin 4 area including the campus and the surrounding streets.Office open 7am – 9pm Monday – Sunday Telephone: 01-666 9200.

Blackrock Gardai Station is responsible for the Blackrock Campus:Office open 24hr Monday – Sunday Telephone: 01 666 5200

EMERGENCY NUMBERS:UNICARE is the on campus security and there is a close working relationship between the UNICARE staff and Residence staff. They provide support in case of security problems and the first response room co ordinates access etc for emergency services.

UCD Services (UNICARE)00353 1 716 7999

All emergencies in the residences should be reported to the reception office who will liaise with the first response room to ensure access and escort the emergency services to the location swiftly.

STUDENT HEALTH SERVICE The Student Health Centre is a service concerned with all aspects of the health of students. The service provides primary care to students. Priority is given to students in residence and students living away from home. The Student Health Service is completely confidential.

To make an appointment, please call to or phone (01 716 3133) the Student Health Service. The Student Health Centre is located in the Student Centre.

Out of hours service is provided by “EastDoc” (2094021), 6pm-10pm weekdays & 10am-6pm weekends/Bank holidays and Doctor on Call (8300244) available outside above hours. There is a fee for this service. Accident and Emergency at St. Vincent’s University Hospital can be used to assess any acute medical or psychiatric emergency 24 hours a day.

The Emergency Number in Ireland is 999

Please note in the event of a student needing an Emergency Service you must inform the reception office who will call them on your behalf and liaise with the first response room to ensure access and escort the emergency services to the location swiftly.

PHARMACYThe college Pharmacy is located in the Student Centre in Belfield. It serves the health needs of all staff and students. Prescriptions can be phoned or faxed and will be ready for collection upon presentation of original prescription. Opening HoursMonday – Friday 09.30 – 17.30

POST OFFICEThe Post Office can be found in the Gerard Manley Hopkins Centre behind the main staircase.Opening hoursMonday - Friday: 9.30am-1.00pmand 2.15pm-5.30pm.T: 01 716 825

Mail collection times11.30 am with the latest posting time being 4.00pmRegistered Mail and Swift Post mail must be in at least 15 minutes prior to collection.

TELEPHONESTo dial Ireland from abroad, please use the prefix +353 for Ireland and 1 for Dublin

Please ensure that you update your contact information on your SIS web account if you change your number/address etc. It is very important that we have this information in case of emergency.

Many students who have arrived to Ireland from abroad may purchase a new mobile phone SIM card with an Irish number on arrival so please remember to update your information.

DINING ON CAMPUSThere are a wide range of food outlets throughout the campus including a restaurant in the Roebuck Castle complex which is open to the public throughout the day.

SHOPS There is a well-stocked shop, run by Centra, in the Merville Residence. This shop sells general groceries, frozen foods, confectionery, newspapers, etc.

Opening Hours07.00-00.00 7 days a week

Students will also find a vending machine in the ResLife social spaces and also in some of the residence buildings and laundries.

There are two large supermarkets in Blackrock Village which is a short walk from residence and Muckross Residents are located a short walk from the village of Donnybrook which offers a variety of shops.

BANKThere is a branch of Allied Irish Bank on the Belfield campus, which offers special student facilities. There are 6 ATM machines located on the campus and there is also an ATM machine on the Blackrock Campus.

Opening Hours:Mon, Tues & Fri 10.00-16.00Weds 10.30-16.00Thurs 10.00-17.00

COMPLAINTS / FEEDBACK

Please contact the Central Customer Care Office at Merville or email [email protected].

AP

PEN

DIX

I -

FIR

E P

REV

ENTI

ON FIRE EXTINGUSHERS AND FIRE SAFETY EQUIPMENT:

UCD Residences are equipped with a selection of fire safety systems that includes fire alarms, smoke detection systems, fire extinguishers and fire blankets. If any fire safety equipment, extinguishers, blankets or smoke detectors look as if they may have been tampered with report this immediately to the accommodation office. Servicing of fire extinguishers/fire blankets in residences takes place on a rolling programme throughout the year. To prevent fire alarms being accidentally activated residents are asked to ensure that extractor fans in bathrooms, should be turned on when bathrooms are in use and all bathroom doors kept closed to ensure that fire alarm equipment is not activated due to excess steam build-up. Needless to say, it is a serious offence to tamper with any fire safety equipment and as a resident it is important to remember it is in the interest of everyone living on-campus to ensure that these items are not tampered with.

All alarm activations should be considered as real and residents should proceed to exit the building immediately. Residents must not return to their buildings until informed that it is safe to do so by a person in authority. Failure to evacuate in the event of a fire alarm is an offense and under the terms of your license to reside residents may be subject to disciplinary procedures should they fail to evacuate.

Please note ALL of UCD Residences are Non-Smoking. This includes all areas within the buildings including living space and common areas such as stairwells and house lobbies.

FIRE PREVENTION CHECK LIST FOR RESIDENTS

1. Last thing at night procedures:

• Do not leave newspapers, clothes or material too close to any heaters (Fixed/Portable).

• Switch off all electrical equipment and unplug all non-essential appliances before going to bed

• Close the doors of all rooms in the apartment. Ensure the Living/Kitchen room door is closed at all times. This is a fire door and prevents fire spreading and smoke escaping.

• Make sure all escape routes such as corridors, stairs and hallways are clear of obstacles.

2. Checks to be carried out before leaving your apartment:

If you are the last person to leave the apartment, ensure that all internal doors are closed and that you carry out the checks detailed in paragraph 1. above.When leaving the house ensure that all fire doors are properly closed.

3. General Precautions(a)

• Check all leads and plugs for fraying or burning and replace if necessary. Do not overload sockets.

• Do not use multiple adaptors or extension leads

• Do not interfere with electrical service or fuse boards.

• Do not use chip pans.

• Do not light candles or use incense burners.

• Do not dry clothing on heaters or leave combustible materials nearby.

• Do not leave electric ovens or hobs switched on when unattended.

• Never leave furniture in front of or touching electric heaters.

• Take special precautions at holiday periods, Halloween and Christmas, Easter, weekends and bank holidays etc

(b)Do familiarize yourself with escape routes, the location and type of fire fighting appliances andfire drills. (The Manager of Residential Services will be overseeing the arrangements for FireDrill)

• Do report to the reception office any defective or missing fire fighting appliances.

• Take special precautions at holiday periods, Halloween and Christmas, Easter, weekends and bank holidays etc

ACTION IN THE EVENT OF A FIRE4. ON DISCOVERING A FIRE:

RAISE the alarm by breaking the glass in the nearest alarm switch (red box on wall)

LEAVE the building and go to the Assembly Point which has been designated for your house.

INFORM the reception office or Residential Assistants (after 5pm) as fully as you can about the fire.

DO NOT fight the fire unless you are trained or your only escape is blocked by the fire.

5. ON HEARING THE ALARM:

CLOSE but DO NOT lock all doors and windows

WALK to the nearest exit. DO NOT RUN.

REPORT to your ASSEMBLY POINT.

DO NOT ENTER A BUILDING WHILE THE FIRE ALARM IS SOUNDING.

AP

PEN

DIX

I -

FIR

E P

REV

ENTI

ON 6. FIRE ESCAPE, WARNING AND

SAFETY EQUIPMENTPlease report any interference with, or damage, or deficiency in the fire and safety equipmentlocated in your house. You owe it to yourself and to your fellow residents to avoid the possibility ofstarting a fire or compromising safety by playacting (or condoning such action) with means of firefighting, fire warning or fire escape.

7.FIRE SERVICES ACT 1981It shall be the duty of every person, being on the premises to which this section applies, to conducthimself in such a way as to ensure that as far as is reasonably practicable any person on the premisesis not exposed to danger from fire as a consequence of any act or omission of his.

8. SMOKINGIn accordance with Irish Legislation, smoking is prohibited in apartments including public areas suchas hallways and stairwells.

9. PENALTIESA person guilty of an offence under this act shall be liable on summary conviction to a fine or at thediscretion of the court, to imprisonment for a term not exceeding 6 months or to both the fine andthe imprisonment.THE ACCOMMODATION OFFICE AND COLLEGE AUTHORTIES HAS RESOLVED THAT TAMPERING WITH OR MISUSE OF FIRE EQUIPMENT OR MEANS OF ESCAPE, IS A MOST SERIOUS OFFENCE AGAINST THE COLLEGE COMMUNITY RESULTING IN TERMINIATION OF THE LICENCE TO RESIDE.

10. SECURITY ADVICE:Donnybrook Garda Station is responsible for a large part of the Dublin 4 area including the campus and the surrounding streets. Telephone: 01-666 92 00.

Blackrock Gardai Station is responsible for the Blackrock Campus:Telephone: 01 666 52 00

Emergency Numbers:Emergency Services Dial 999/112UCD Services (UNICARE) 00 353 1 716 7999Central Customer Care Office at Merville: (01) 716 1008

TAMPERING WITH FIRE EQUIPMENT IS A CRIMINAL OFFENCE AND

CHARGES MAY FOLLOW DISCIPLINARY CONSEQUENCES MAY INCLUDE

TERMINATION OF LICENCE TO RESIDE

DO NOT TAMPER WITH BREAK GLASS UNITS

DO NOT TAMPER WITH SMOKE DETECTORS

DO NOT TAMPER WITH BREAK DOOR CLOSERS

DO NOT TAMPER WITH BREAK FIRE EXTINGUISHERS

-If you find any of this equipment has been damaged in any way please inform the accommodation team.

IN THE EVENT OF A FIRE

GET OUTRAISE THE ALARM BY PRESSING THE

NEAREST BREAK GLASS UNIT

STAY OUT

AP

PEN

DIX

II

- PA

YM

ENTS

PLEASE NOTE: ALL STUDENTS MUST BRING PROOF OF PAYMENT IN ORDER TO ACCESS THEIR ACCOMMODATION.

To find out the amount owing you can view your personal account on the SIS Portal

(SIS Login- Student number and default pin (date of birth -format ddmmyy)) or check the relevant webpage

There are 3 payment periods for the traditional license period:

One before the license period commences (55%)

One in November (20%)

One in January (25%)

Students staying for the 3rd Semester fees will be due in May

LASER AND CREDIT CARDSAvailable to students with an active UCD SIS accountLog in to your SIS portalIn the Campus Facilities section you will find the UCD Residences, proceed to pay residential fees.You will see the details of your booking and outstanding fees, under payment you can enter the amount you want to pay and at the bottom of the screen click online payment.

Please be aware that there are often limits on cards and if you are having a problem making a payment you should try to make a payment of less than €1,000. This particularly applies to cards from non - Irish banks.

Once you have entered the card details and make the payment you will get a confirmation email which is your proof of payment, the email will be sent to the email you have entered on your SIS/Banner student information system.

BANK TRANSFER (IBAN)Bank: Allied Irish Bank, Belfield, Dublin 4, Ireland.Bank Account Name UCD Residences AccountIBAN number IE 55AIBK 9301 5617 2032 33Swift Code BIC : AIBKIE2DBank Sort Code 93 01 56Bank Account Number 17 20 32 33Ensure that the student number is used as a narrative (18 letter limit)Proof of Payment – Bank documents detailing transfer.

IRISH POSTAL ORDER, BANK DRAFT OR CHEQUE DRAWN ON AN IRISH BANKCheque or Draft should be made payable to UCD accommodation.

INTERNATIONAL BANK DRAFT DRAWN ON AN IRISH BANKBank drafts should be made payable to UCD accommodation.

APPENDIX IIIWASTE MANAGEMENT

All refuse should be brought to the bin areas where general waste, compost and recycling facilities are located. Crates and compost bins are provided to assist with the segregation of waste in the apartment/residence.Residents should take turns to bring the bins out regularly

PLEASE NOTE:

Please put all segregated waste into the corresponding bins provided. These are all colour coded and signs have been placed to assist you with this task.Bin areas have access control on the gates so you will need to swipe your cardfor access.

Appendix III Waste Management

All refuse should be brought to the bin areas where general waste, compost and recycling facilities are located. Crates and compost bins are provided to assist with the segregation of waste in the apartment/residence. Residents should take turns to bring the bins out regularly PLEASE NOTE: Please put all segregated waste into the corresponding bins provided. These are all colour coded and signs have been places to assist you with this task. Bin areas have access control on the gates so you will need to swipe your card for access.

APPENDIX IVLIST OF CHARGESAppendix IV List of Charges

KITCHEN PRICE EACH Personal Area (BEDROOM) PRICE EACH REPLACE DOOR LOCK € 100.00 FIXTURE MAIN CEILING LIGHT € 50.00 APPLIANCE FREEZER € 220.00 FIXTURE MAIN CEILING LIGHT BULB € 1.31 APPLIANCE FRIDGE € 180.00 FIXTURE NOTICE BOARD € 80.00 APPLIANCE HOB € 120.00 FIXTURE STUDY LAMP € 15.00 APPLIANCE HOOVER € 140.00 FIXTURE STUDY LAMP BULB € 1.31 APPLIANCE KETTLE € 25.00 FIXTURE WALL HEATER € 122.00 APPLIANCE MICROWAVE € 70.00 FIXTURE WALL MIRROR € 100.00 APPLIANCE TOASTER € 27.00 FIXTURE WINDOW CURTAINS € 100.00 FIRE BLANKET € 12.50 FURNITURE BED MATTRESS € 100.00 FIRE EXTINGUISHER € 62.50 FURNITURE BED BASE € 85.00 FIXTURE KITCHEN CURTAINS € 125.00 FURNITURE BEDSIDE LOCKER € 45.00 FIXTURE LAMP FITTING € 50.00 FURNITURE STUDY DESK € 250.00 FIXTURE LAMP SHADES € 3.50 FURNITURE STUDY CHAIR € 100.00 FIXTURE LIGHT BULBS € 1.30 REPLACE/REPAIR WARDROPE € 180.00 FIXTURE SMOKE ALARM € 9.44 REPLACE BOOK SHELVES € 65.00 FURNITURE DINING CHAIRS € 50.00 INVENTORY LAMP € 20.00 FURNITURE LOUNGE CHAIRS € 290.00 INVENTORY DUVET € 9.75 FURNITURE KITCHEN STOOLS € 85.00 INVENTORY MATRESS PROTECTOR € 5.00 FURNITURE DINING TABLE(Rectangular) € 250.00 INVENTORY PILLOW € 3.75 FURNITURE DINING TABLE(Round) € 200.00 INVENTORY WASTE PAPER BIN € 5.00 INVENTORY BIN RECYCLE UNIT (Per Bin) € 65.00 INVENTORY BIN COMPOST € 7.50 TOILET PRICE EACH INVENTORY BIN RECYCLE (Crate) € 5.13 FIXTURE EXTRACTOR FAN € 14.50 INVENTORY BIN GREY MIXED WASTE € 12.88 FIXTURE MAIN CEILING LIGHT BULB € 1.31 INVENTORY CUTLERY TRAY € 3.29 FIXTURE OVER MIRROR LIGHT € 29.70 INVENTORY DRAINING TRAY € 3.50 FIXTURE OVER MIRROR LIGHT BULB € 1.31 INVENTORY DUST PAN € 1.50 FIXTURE TOILET ROLL HOLDER € 1.88 INVENTORY DUSTPAN BRUSH € 2.50 FIXTURE TOWEL RAIL € 15.00 INVENTORY FLOOR BRUSH € 2.75 FIXTURE WALL HEATER € 43.11 INVENTORY MOP € 6.25 FIXTURE WALL MIRROR € 100.00 INVENTORY MOP BUCKET € 8.75 FIXTURE WINDOW BLIND € 100.00

INVENTORY TOILET BRUSH € 1.38 HALLWAY PRICE EACH INVENTORY TOILET BRUSH HOLDERS € 0.88

FIXTURE INTERCOM HANDSET € 100.00 INVENTORY WASTE PAPER BIN € 5.00 FIXTURE MAIN CEILING LIGHT € 50.00 FIXTURE MAIN CEILING LIGHT BULB € 1.31 END OF TENANCY FIXTURE WALL HEATER € 258.00 Rubbish Left Behind (BEDROOMS) € 20.00 Rubbish Left Behind (COMMON AREA) € 20.00

LOUNGE PRICE EACH Removal of extra Furniture (BEDROOMS) € 50.00 FIXTURE LAMP FITTING € 50.00 Removal of extra Furniture (COMMON AREA) € 50.00 FIXTURE CEILING LIGHT BULB € 1.31 FABRIC (walls, floors, ceiling, doors, windows): FIXTURE CEILING LIGHT SHADES € 3.50 CLEANING € 25.00 FIXTURE ELECTRIC HEATER € 468.00 REPAIR € 50.00 FIXTURE LOUNGE CURTAINS € 125.00 REDECORATE BEDROOM € 225.00 FURNITURE COFFEE TABLE € 15000 REDECORATE KITCHEN € 250.00 FURNITURE SOFA € 600.00 REDECORATE CORRIDOR € 200.00 REPLACEMENT OR REPAIR As quote

CLEAN BEDROOM AT END OF TENANCY IT NOT UP TO STANDARD € 80.00

CLEAN ENSUITE AT END OF TENANCY IF NOT UP TO STANDARD € 80.00

CLEAN KITCHEN AT END OF TENANCY IF NOT UP TO STANDARD € 120.00

All students share equal responsibility over the communal areas, however, you have sole responsibility for the upkeep of your room. If you are found responsible for any damage to your room or the communal living areas, you may be charged the cost of repair. Intentional damage to UCD Residences property may also result in a disciplinary hearing and/or a fine.

Students are not permitted to paint or make any alterations to their rooms. If you damage anything, you will have to repay the cost of repairs (or replacements) for the building. UCD Residential Services cannot service or repair any furnishings or equipment provided by students.

Do not put any nails, screws, hooks or any sticky substances in/on the wall. You will be responsible for any damage caused to the room. For safety reasons, do not try to clean the outside surface of your windows. Do not remove or tamper with your window curtains; blinds; window restrictors. Do not interfere with the window ventilators; these should remain unobstructed to allow free flow of fresh air. Do not sit on ledges or lean out windows, this is for your own safety! Do not put anything on top of radiators or on window sills a small potted plant that falls out a window could potentially injure a pedestrian. Never attempt to exit or enter through windows.

If you have a problem in your accommodation please see below our trouble shooting guide for common issues. If the guide does not help you resolve the issue you should log a maintenance request via your SIS Web. Details on how to log a request are contained in Appendix VI

If your room or the equipment and furnishings provided in your room require any repair or maintenance do not repair it yourself. Please report all maintenance issues in your room by logging a maintenance request online using the maintenance reporting facility through the accommodation tab on your SIS Web account. Please see Appendix VI for information on how to log a maintenance request.

General maintenance and routine repairs (such as a blocked toilet, leaking taps, blown fuses, water leaks, or furniture/appliance maintenance, etc.) are performed without charge to students. We encourage you to report damage immediately upon discovery. Neglecting to report a problem (leaking taps, water damage, etc), could lead to further, more complicated problems later.

Emergency repairs include major leaks and flooding, inoperative door locks and any problem that endangers property or safety. In case of an emergency; contact the Central Customer Care Office at Merville immediately.

AP

PEN

DIX

V -

MA

INTEN

AN

CE

TRO

UB

LESHO

OTIN

G

TROUBLESHOOTING GUIDEREPAIRS AND MAINTENANCEBefore reporting a repair, check through the troubleshooting list(s) below – you may find that you can fix a problem yourself.

IF AN ELECTRICAL APPLIANCE ISN’T WORKING

- Check that it’s plugged in and switched on:

- Check that the corresponding switch in the fuse-box is up and on. You can find the fuse box behind the apartment front door (In Roebuck Halls it is situated in the kitchen behind the door):

NOTE: If you live in Roebuck Castle; Blackrock halls you will need to contact the accommodation team because you cannot access the fuse box.

- If it still isn’t working, report it to the accommodation team.

IF A SINGLE LIGHT GOES OFF/DOESN’T COME ON

Try a new light bulb:

- Check that the corresponding switch in the fuse-box is up and on (it’s behind the apartment door):

- If it still fails to work, report it to the accommodation team.

NOTE: If the light is in a stairwell/common area or the bulb is not a standard bulb as shown above, That is:

report it to the accommodation team.

Appendix V Maintenance Procedures Troubleshooting Guide Repairs and maintenance Before reporting a repair, check through the troubleshooting list(s) below – you may find that you can fix a problem yourself. • If an electrical appliance isn’t working - Check that it’s plugged in and switched on:


NOTE: If you live in Roebuck Castle; Blackrock halls or Blackrock Novitiate you will need to contact the accommodation team because you cannot access the fuse box. - If it still isn’t working, report it to the accommodation team.

Appendix V Maintenance Procedures • If a single light goes off/doesn’t come on Try a new light bulb:


- If it still fails to work, report it to the accommodation team. NOTE: If the light is in a stairwell/common area or the bulb is not a standard bulb as shown above, That is:

or or report it to the accommodation team. • If a lamp doesn’t work - If you’ve tried replacing the bulb,















AP

PEN

DIX

V -

MA

INTE

NA

NC

ETR

OU

BLE

SHO

OTI

NG

IF A LAMP DOESN’T WORK

- If you’ve tried replacing the bulb,the next check is that all relevant switches are up on the main fuse box

- If it still fails to work, report it to the accommodation team.

IF ALL THE LIGHTS GO OFF/DON’T COME ON

- Check that the corresponding switch in the fuse-box (above the door) is up and on

- If the lights still fail to work, report it to the accommodation team.

IF THE HEATING IN YOUR BEDROOM ISN’T WORKING

(Glenomena houses 1 – 8; Merville & Belgrove only)

- Your electric heater may not be working for a number of reasons:

- Check that the power is turned on at the wall switch(NOTE some rooms have a timed wall switch which will turn off automatically after the pre-set time):

- Check that the power is turned on at the heater switch:

- Check that the thermostat dial at the side of the heater in turned up to the desired temperature:

- If the heating still does not work, report it to the accommodation team.













Appendix V Maintenance Procedures • If the heating in your bedroom isn’t working (Glenomena houses 1 – 8; Merville & Belgrove only) - Your electric heater may not be working for a number of reasons:

- Check that the power is turned on at the wall switch (NOTE some rooms have a timed wall switch which will turn off automatically after the pre-set time:























Appendix V Maintenance Procedures

- If the heating still does not work, report it to the accommodation team. -CAUTION: PLEASE DO NOT COVER THE HEATER. Anything placed on or against the panel heater and/or obstructing the convection channel between the panel heater and the wall will cause it to overheat. This will damage the panel heater as well as increasing the risk of fire. • If the heating in your apartment isn’t working - Your electric heater may not be working for a number of reasons:

- Check that the thermostat dial on the top of the heater in turned up to the desired temperature. (Please note: This type of heater is a storage heater which will only charge up the heat during the night and will slowly discharge the heat during the day):

- Check that the thermostat dial on the wall of the entrance hall (behind the front door) and the thermostat on the wall of the lounge in turned up to the desired temperature:

IF THE HEATING IN YOUR APARTMENT ISN’T WORKING

- Your electric heater may not be working for a number of reasons:

- Check that the thermostat dial on the top of the heater in turned up to the desired temperature.

(Please note: This type of heater is a storage heater which will only charge up the heat during the night and will slowly discharge the heat during the day):

- Check that the thermostat dial on the wall of the entrance hall (behind the front door) and the thermostat on the wall of the lounge is turned up to the desired temperature:



NOTE: If you live in Roebuck Halls; Roebuck Castle; Glenomena Houses 9 & 10 or any of our Blackrock residences, please check the temperature control at the bottom of your radiator:

If the heating still does not work you will need to contact a member of the accommodation team.

-CAUTION: PLEASE DO NOT COVER THE HEATER. Anything placed on or against the panel heater and/or obstructing the convection channel between the panel heater and the wall will cause it to overheat. This will damage the panel heater as well as increasing the risk of fire.











- If the heating still does not work, report it to the accommodation team. NOTE: If you live in Roebuck Halls; Roebuck Castle; Glenomena Houses 9 & 10 or any of our Blackrock residences, please check the temperature control at the bottom of your radiator:

If the heating still does not work you will need to contact a member of the accommodation team. -CAUTION: PLEASE DO NOT COVER THE HEATER. Anything placed on or against the panel heater and/or obstructing the convection channel between the panel heater and the wall will cause it to overheat. This will damage the panel heater as well as increasing the risk of fire.












or or report it to the accommodation team. • If a lamp doesn’t work - If you’ve tried replacing the bulb, A

PP

END

IX V

-M

AIN

TEN

AN

CE

TRO

UB

LESH

OO

TIN

G

OPERATION

The required boost time is selected by pressing the button marked Boost repeatedly. The LED’s adjacent to the time markers (above the Boost button) will light up in the sequence:-

First push gives 1/4hr boost (LED opposite 1/4 is on)

Second push gives 1/2hr boost (LED’s opposite 1/4 and 1/2 are on)

Third push gives 1hr boost (LED’s opposite 1/4, 1/2 and 1 are on)

Fourth push gives 2hr boost (LED’s opposite 1/4, 1/2, 1 and 2 are on)

Fifth push returns to zero boost (all LED’s out)

Once the boost selected is underway the LED’s will go out sequentially indicating the approximate boost time remaining.

Example:- 2hr boost has been set.

After 1hr the 2hr LED will go out indicating 1/2hr remaining.

After a further 1/2hr the 1hr LED will go out indicating 1/4hr remaining.

After a further 1/4hr the 1/2hr LED will go out indicating 1/4hr remaining.

The 1/4hr LED begins to flash when there is less than 1 minute remaining.

In this way the user has an approximate guide to the remaining duration of the boost.

STOPPING OR INCREASING BOOST

The boost may be stopped at any time by pressing the Boost button repeatedly until all the LED’s are extinguished.

The boost period may be increased at any time by pressing the Boost button until the required time LED is lit. In which case the indicated boost time will start from when the Boost button was pressed.

If the button is pressed and then held the LED’s will cycle upwards with 1 second between each change. It will go in the sequence 1/4, 1/2, 1, 2, OFF, 1/4, 1/2 etc.

IF THERE IS NO HOT WATER: (GLENOMENA 1-8, MERVILLE & BELGROVE)

The hot water system in your apartment is powered by electricity. The controls for the system are located outside the hot press (Merville), inside the apartment front door (Belgrove) or in the lounge (Glenomena)

Appendix V Maintenance Procedures • If there is no hot water: (Glenomena houses 1 – 8 & Merville, Refurbished Belgrove) - The hot water system in your apartment is powered by electricity. The controls for the system are located outside the hot press (Merville) Inside the apartment front door (Belgrove) or in the lounge (Glenomena):

The hot water system in your apartment is timed automatically to heat the water during an off peak period. This will provide 1 full tank of hot water. Should additional hot water be required you can turn on the boost facility by turning the bottom dial as indicated above. This will provide enough water for a shower.

IF THERE IS NO HOT WATER: (BELGROVE ONLY)

Use the controls situated in the hallway (at the front door).

- If there is no power at the timer (indicated by an illuminated orange/red light on the panel) please ensure that the power switch is in the on position (Timed).

- If there is still no power indicated on the control panel check that the corresponding switch in the fuse-box is up and on (it’s behind the apartment door):


IF YOUR ELECTRIC COOKER ISN’T WORKING

- Your electric cooker may not be working because it is not turned on:

- Check that the main switch (located on the wall) is at the on position (the red indicator light will light up)

- Check that the control dials on the front of the cooker are turned to the correct position

- Check that the corresponding switch in the fuse-box is up and on (it’s behind the apartment door)

- If the electric cooker still does not work, report it to the accommodation team.


- The hot water system in your apartment is timed automatically to heat the water during an off peak period. This will provide 1 full tank of hot water. Should additional hot water be required you can turn on the boost facility by turning the bottom dial as indicated above. This will provide enough water for a shower. • If there is no hot water: (Belgrove only) Use the controls situated in the hallway (at the front door).

- If there is no power at the timer (indicated by an illuminated orange/red light on the panel) please ensure that the power switch is in the on position (Timed). - If there is still no power indicated on the control panel check that the corresponding switch in the fuse-box is up and on (it’s behind the apartment door):


Appendix V Maintenance Procedures • If your electric cooker isn’t working: - Your electric cooker may not be working because it is not turned on: -Check that the main switch (located on the wall) is at the on position (the red indicator light will light up)

-Check that the control dials on the front of the cooker are turned to the correct position:


- If the electric cooker still does not work, report it to the accommodation team. • If your fridge/freezer isn’t working: - Your fridge/freezer may not be working because it is not turned on: - Check that it’s plugged in and switched on:

-Check that the main switch (located on the wall) is at the on position (the red indicator light will light up)



















AP

PEN

DIX

V -

MA

INTE

NA

NC

ETR

OU

BLE

SHO

OTI

NG

IF YOUR FRIDGE/FREEZER ISN’T WORKING

- Your fridge/freezer may not be working because it is not turned on:

- Check that it’s plugged in and switched on:

- Check that the main switch (located on the wall) is at the on position (the red indicator light will light up)

- Check that the thermostat dial (inside the fridge) is turned to the correct position:



PLEASE NOTE:

To ensure best performance of your fridge/freezer please defrost any built up ice within the compartment at least every three months or sooner if required. Excess build up of ice will reduce the performance of the fridge, it will also cause the internal door of the compartment to break.



















- If it still isn’t working, report it to the accommodation team. PLEASE NOTE: To ensure best performance of your fridge/freezer please defrost any built up ice within the compartment at least every three months or sooner if required. Excess build up of ice will reduce the performance of the fridge, it will also cause the internal door of the compartment to break.

• If your shower isn’t working properly: - Check that control knobs are in the correct position, i.e. the knob on the left hand side controls the flow of the water; the knob on the right hand side controls the temperature of the water















IF YOUR SHOWER ISN’T WORKING PROPERLY

- Check that control knobs are in the correct position, i.e. the knob on the left hand side controls the flow of the water; the knob on the right hand side controls the temperature of the water

(Please be careful when adjusting the temperature of the water, the hot water, when set to the highest temperature, WILL burn you)

- Your shower may not be working properly because there is not enough hot water in the hot water storage tank (Refer to “• If there is no hot water”):

- If the shower still does not work properly, report it to the accommodation team.

IF WATER WON’T DRAIN FROM THE SHOWER TRAP

- Please ensure that it has not been obstructed by anything.

- If the water is still slow to drain and the outlet drain has not been obstructed, use the sink plunger to try and remove the blockage.

- If there’s still a blockage, report it to the accommodation team.

IF WATER WON’T DRAIN FROM A SINK OR BASIN

PLEASE NOTE: Please do not put solids/food stuff into the sink hole.

- If there’s a blockage, report it to the accommodation team.

Appendix V Maintenance Procedures (Please be careful when adjusting the temperature of the water, the hot water, when set to the highest temperature, WILL burn you)

- Your shower may not be working properly because it is not enough hot water in the hot water storage tank (Refer to “• If there is no hot water”):

- If the shower still does not work properly, report it to the accommodation team. • If water won’t drain from the shower trap:


- If the water is still slow to drain and the outlet drain has not been obstructed, use the sink plunger to try and remove the blockage. - If there’s still a blockage, report it to the accommodation team. • If water won’t drain from a sink or basin - Please use a plunger (available upon request at reception) to try and remove the blockage.

-PLEASE NOTE: Please do not put solids/food stuff into the sink hole. - If there’s still a blockage, report it to the accommodation team.

Appendix V Maintenance Procedures (Please be careful when adjusting the temperature of the water, the hot water, when set to the highest temperature, WILL burn you)

- Your shower may not be working properly because it is not enough hot water in the hot water storage tank (Refer to “• If there is no hot water”):

- If the shower still does not work properly, report it to the accommodation team. • If water won’t drain from the shower trap:


- If the water is still slow to drain and the outlet drain has not been obstructed, use the sink plunger to try and remove the blockage. - If there’s still a blockage, report it to the accommodation team. • If water won’t drain from a sink or basin - Please use a plunger (available upon request at reception) to try and remove the blockage.

-PLEASE NOTE: Please do not put solids/food stuff into the sink hole. - If there’s still a blockage, report it to the accommodation team.

AP

PEN

DIX

V -

MA

INTE

NA

NC

ETR

OU

BLE

SHO

OTI

NG

IF YOUR VACUUM CLEANER ISN’T WORKING

- The vacuum cleaner may be full of dust and needs to be emptied.

- The power supply may be disrupted. Check to see that the electric socket is working:


- The vacuum cleaner suction hose may be blocked: Try to unblock the hose by disconnecting the hose and placing the opposite end of the hose over the suction hole on the side of the body of the vacuum cleaner.


PLEASE EMPTY VACUUM CLEANER REGULARLY.

IF YOU’RE HAVING TROUBLE WITH PESTS: ANTS, MICE, WASPS, FLIES ETC...

- Clear away all rubbish and clean the affected areas thoroughly (any food, unwashed dishes etc, can easily attract pests).

- Inform the accommodation team.

DOOR LOCKS

• Please do not leave your door on the latch by engaging the dead lock while the door is in the open position. This WILL damage the lock which WILL result in a charge being made to you to cover the cost of repairs.

• Please DO NOT hang any items of baggage/clothing on the inside lever of your door lock. This will cause the door lock to fail resulting in a lockout. Charges may apply here also.

Appendix V Maintenance Procedures • If your vacuum cleaner isn’t working

- The vacuum cleaner may be full of dust and needs to be emptied. - The power supply may be disrupted. Check to see that the electric socket is working:


- The vacuum cleaner suction hose may be blocked: Try to unblock the hose by disconnecting the hose and placing the opposite end of the hose over the suction hole on the side of the body of the vacuum cleaner. - If it still isn’t working, report it to the accommodation team. PLEASE EMPTY VACUUM CLEANER REGULARLY. • If you’re having trouble with pests: ants, mice, wasps, flies etc...

Appendix V Maintenance Procedures - Clear away all rubbish and clean the affected areas thoroughly (any food, unwashed dishes etc, can easily attract pests). - Inform the accommodation team. DOOR LOCKS

Please do not leave your door on the latch by engaging the dead lock while the door is in the open position. This WILL damage the lock which WILL result in a charge being made to you to cover the cost of repairs.

Please DO NOT hang any items of baggage/clothing on the inside lever of your door lock. This will cause the door lock to fail resulting in a lockout. Charges may apply here also.










AP

PEN

DIX

VI

- H

OW

TO

SU

BM

IT A

MA

INTE

NA

NC

E R

EQU

EST

Appendix VI How to Log a Maintenance Request STEP 1:

Log into your SISweb Portal account using your UCD ID (Student Number) and your

Password/PIN which is by default your Date of Birth in the form DDMMYY. Click “Login”.

STEP 2:

Click on the tab “Campus Facilities”

STEP 1

STEP 2

If you have a problem logging into InfoHub, please contact [email protected]

Log into your SISweb Portal account using your UCD ID (Student Number) and your Password/PIN which is by default your Date of Birth in the form DDMMYY.

Click “Login”.

Appendix VI How to Log a Maintenance Request STEP 3:

From this screen please click on “UCD Residences”.

STEP 4:

Click on “My Residence Details”.

STEP 3

STEP 4

Click on “My Residence”.

You can login and check the request to see the current status once you have submitted it.

AP

PEN

DIX

VI

- H

OW

TO

SU

BM

IT A

MA

INTE

NA

NC

E R

EQU

EST STEP 5

STEP 6

Click on ‘Create a new service request’

On this page you can provide details of the problem/issue being experienced.Click on the “Location of Problem” tab to choose your apartment and explain the nature of the problem under the “Type of Problem” tab.

STEP 7

Please select the preset problem from the list that best matches your issue and provide a detailed description in the text box provided.

Once you have explained the problem, click on “Submit Request”.

AP

PEN

DIX

VII

-G

UID

E TO

WIR

ELES

S

For W

indo

ws 7

Pho

ne D

evic

es

•OntheHo

meScreen

,swipefrom

righ

ttoleft

•SelectSetti

ngs/

Wi-F

i•

IfWi-F

iisn

ottu

rned

on,doso

•Alisto

favailablewire

lessnetworkssh

ouldapp

ear

•SelectUCD

Wire

lessto

con

nectto

it•

Returnto

theHo

meScreen

and

laun

chIn

ternetExplorertotestth

ewire

less

conn

ectio

n

For A

ndro

id D

evic

es

•OntheHo

meScreen

selectSetti

ngs

•Und

erSetti

ngss

electW

ireless&Networks

•IfWi-F

iisn

ottu

rned

on,doso

•SelectW

i-Fisetti

ngs

•Alisto

favailablewire

lessnetworkssh

ouldapp

ear

•SelectUCD

Wire

less.The

word‘Con

nected

’willapp

earu

nderth

ewire

lessnetworkna

mewhe

nitisconn

ected

•Re

turnto

theHo

meScreen

and

laun

chabrowsertotestth

ewire

less

con

necti

on.Itw

illta

keyou

rdeviceafewm

omen

tsto

con

nect

eduroa

misase

cure,w

orld-w

ideroam

ingwire

lessnetworkavailableinUCD

and

othe

rUniversities.Itisa

nau

then

ticated

accessn

etwork.The

serviceprovides

extend

edaccesstologged

-inUCD

staff

,stude

ntsa

ndvisitorsfrom

other

institutio

ns.

Plea

sese

ehtt

p://ed

uroa

m.ucd.ie

forinstructio

nsto

con

figureyourdevice.

ITSUPP

ORT

TELEPH

ONE:+35

3171

627

00EM

AIL:ithe

lpde

[email protected]

WEB

SITE:w

ww.ucd.ie

/it

Wire

less

Inte

rnet

Acc

ess @

UCD

Wire

lessaccesstotheUCD

networkisavailablecampu

swideinallthemain

build

ingsand

inth

estud

entresiden

ces.

MAK

INGACO

NNEC

TION

•MakesureW

i-Fiise

nabled

onyourlaptop

•Selectth

eUCD

Wire

lessnetworkfrom

thelisto

favailablene

tworks

•Ope

naweb

browsertotestth

econn

ectio

nForm

oreinform

ation

pleasecheck:www.ucd.ie

/it

CONFIRM

INGCO

NNEC

TION

Win

dow

sOnceyouseethegree

nwire

lessicon

atthe

bott

omofyou

rlap

topscreen

,youha

veacon

necti

on.Ifyou

dono

tgetacon

necti

onto

thene

twork,righ

tclickon

thewire

lessicon

and

select‘V

iewAvailableNetworks’.S

elect‘UCD

Wire

less’and

click‘Yes’toconn

ect.(Note:The

seopti

onsm

ayvaryde

pend

-ingon

you

rlap

top.)

Mac

Onceyouseetheblackwire

lessicon

atthe

topofyou

rlap

topscreen

you

ha

veacon

necti

on.Ifyou

dono

tgetacon

necti

onto

thene

twork,clickon

thewire

lessicon

and

select‘U

CDW

ireless’.

MOBILEDEV

ICES

For i

OS

Devi

ces

•OntheHo

meScreen

,selectS

etting

s/W

i-Fi

•IfWi-F

iisn

ottu

rned

on,doso

•Alisto

favailablewire

lessnetworkssh

ouldapp

ear

•SelectUCD

Wire

less.A

tickwillapp

earb

esideitwhe

nconn

ected

•Re

turnto

theHo

meScreen

and

laun

chSafaritotestth

ewire

less

con

necti

on.Itwillta

keyou

rdeviceafewm

omen

tsto

con

nect.

AP

PEN

DIX

VIII - H

OU

SE RU

LESAppendix VIII House Rules

UCD Residences House Rules

All Residents and their Guests must uphold the rules and regulations of UCD Residences and abide by their License to Reside. Student Residences is a dynamic living experience. Residents should work to build a positive community within their house and foster an ethos of respect for their neighbours. Noise can have a big impact on a resident’s ability to enjoy their right to live in a peaceful environment. Residents should be conscious of the noise they are making at all times both whilst entering and leaving the building, and within their own apartment. If noise can be heard from outside an apartment it is too loud. The common areas within the house are the responsibility of all occupants. Residents have a responsibility to ensure that the common areas are not dirtied or damaged by themselves or any of their guests as they enter and leave the premises. Residents are responsible for the people they invite or simply let into the building. The security of the building and each apartment is of utmost importance to your safety and that of your neighbours. Residents must not interfere or hold open security doors at the entrance to the building or the apartment and must not lend anyone their key or access card. All UCD Residences are non smoking. It is a breach of rules and regulations to smoke in the building or allow a person smoke in a building. If someone is smoking in your building residents are obliged to ask them to stop or leave and if necessary report it to the Central Support Office. Fire fighting, detection, and Safety equipment is there for the safety of the occupants of the building. There is a zero tolerance for the interference with any such equipment and will automatically result in the revocation of the license to reside if a resident or their guest interferes with equipment in any way. Guests are the responsibility of the residents who invites them into the complex and building. This applies to guests during normal hours, and guests who must be registered for out of hours and overnight stays. Residents must accompany guests at all times whilst in the residences complex and are equally responsible for any actions their guests take that constitute a breach of the rules and regulations Unauthorised gatherings are any gatherings within the complex, a building or an apartment that breach rules and regulations or negatively impact on others living within the building. If you wish to hold an event with your friends please contact residences in our central office to book one of the social spaces in each location. For the safety and security of all occupants of this building CCTV and Monitoring devices are in use within the building and around the Residences Complex. Anyone entering the building should be aware of this and if you invite someone into the building you should make them aware of it. Knowledge is beneficial. Be aware of the rules and regulations so that you do not mistakenly breach one and if you are not sure come and ask! For further information on rules and regulations visit www.ucd.ie/residences and view your License on your sisweb portal

AP

PEN

DIX

IX

- L

ICEN

CE

TO R

ESID

E

UCD Residences Licence to Reside 2015-15 Version 15.1 June 2015

UCD Student Residences Árais Chónaithe UCD Tel: +353 1 716 1031

LICENCE TO RESIDE BETWEEN

I. University College Dublin, National University of Ireland, Dublin having its principal office at Belfield, Dublin 4, Ireland (“UCD”) and

II. The Student Occupier, of the second part ("You").

IT IS AGREED AS FOLLOWS: 1. DEFINITIONS

“Campus” means all or any part of UCD’s campus located in Ireland;

“Communal Areas” means all stairs, corridors, landings, gardens, balconies, grounds, social spaces entrance halls, laundrettes and reception areas and other communal areas within the Residence;

“Deposit” means the Deposit referred to in this Agreement and the UCD Residences Booking

Form section of SISWeb;

“Law” means every Act of the Oireachtas, law of the European Union and every instrument, directive, regulation, requirement, action and bye law made by any government department, competent authority, officer or court which now or may hereafter have force of law in Ireland;

“Licence Fee” the charges for your occupation of the Room and where relevant for meals and as

referred to in the UCD Residences Booking Form section of SISWeb; “Period of Shall be the period selected by You on the online booking form of SISWeb; Residence”

“Residence” means the Hall of Residence within which the Room is located; “Residence means the management in charge of UCD Student Residences; Management” “Residence means the regulations governing the Residences which are posted at Regulations” www.ucd.ie/residences and available in the reception area of a Residence; “Room” The room allocated to You and where applicable the ensuite bathroom serving the

Room; “SISWeb” means Student Information System Web; “Student Code” means the UCD Student Code; http://www.ucd.ie/registry/academicsecretariat/docs/student_code.pdf

AP

PEN

DIX

IX - LIC

ENC

E TO R

ESIDE


2. ACCEPTING THIS AGREEMENT

This Agreement is a licence and not a tenancy. This means You have a right to occupy the Room during the Period of Residence but do not have exclusive possession of the Room. This means that UCD has the right to:

a. Enter the Room at any time for any reason as referred to in this Agreement; b. Require You to move to a different room as referred to in this Agreement; c. Where your Room is of a shared type UCD requires You to share it with another person.

By Accepting this Agreement You are entering into a legally binding contract with UCD, which for the Period of Residence and subject to the terms of this Agreement, gives You the right to live in the Room and to use the Communal Areas. However, if You breach any of the terms of this Agreement UCD shall be entitled to take action against You. If any term or provision in this Agreement is held to be illegal or unenforceable in whole or in part such term shall be deemed not to form part of this Licence Agreement but the enforceability of the remainder of this Licence Agreement is not affected.

3. ENQUIRIES If there is anything You do not understand about this Agreement or your accommodation or if You have any other queries please contact Residence Management.

4. DEPOSIT

In order to secure booking of the Room You have paid UCD the Deposit in the sum of €400.00. Once the Period of Residence starts the Deposit is held by UCD as a security deposit to act as credit against any Licence Fee arrears, bills owing or damage beyond normal wear and tear at the end of the Period of Residence or its earlier termination and UCD is entitled to apply the deposit against these items.

5. UCD’S RESPONSIBILITIES

UCD will use its reasonable endeavours to: Maintain the structure of the Residence and keep the Residence and the Communal Areas clean, tidy, in reasonable repair and fit for use; To ensure that an adequate supply of utilities including water, heating, hot water and wireless internet are provided in the Residence; and should supply be lost to reinstate as soon as possible; To ensure that the laundrette facilities are available and in good working repair; UCD will not be liable for any failure to provide services where such failure is beyond its reasonable control (such as mechanical breakdown, third party actions and labour disputes); During the Period of Residence UCD shall insure the Residence where the Room is located against fire and other risks which UCD considers necessary.

6. YOUR RESPONSIBILITIES

I. Licence Fee You must pay the Licence Fee and associated charges in full on the due dates in accordance with the terms and conditions of this Agreement and as specified in the Pay Residential Fees section of SISWeb. Your obligation to pay the Licence Fee applies whether or not You move into the Room and irrespective of your course dates. UCD reserves the right to charge You a reasonable fee to cover its administrative expenses should it have to pursue You for payment.

AP

PEN

DIX

IX

- L

ICEN

CE

TO R

ESID

E


II. Use of the Room You may only use the Room as a temporary residence for your personal use and unless specifically authorised by UCD not to share possession of the Room or any part thereof with any person or to permit the Room to be occupied by any person other than those authorised during the Period of Residence. You must not carry on any business in the Room nor do or allow to be done any act or thing which is likely to be or become a nuisance danger or annoyance to UCD or adjoining occupiers. You must maintain the status of a registered student with UCD for the whole of the Period of Residence. You are responsible for the behaviour of any visitor (including any family member) and You must ensure they comply with the terms of this Agreement and UCD Residences Guest Policy (which is posted on www.ucd.ie/residences). If they do not You will be held liable. You are not permitted to have guests staying overnight unless You have received approval under UCD Residences Guest Policy and You must ensure that your Guest complies with the terms and conditions of the Policy. UCD may remove or exclude any visitors (including family members) from the Room. You must check out of the Room at the end of the Period of Residence or earlier termination of this Agreement (where relevant) and return the keys (where applicable) to Residence Management. If You fail to do so you will be liable to pay a fee to UCD.

III. Respect For Others

You agree to show respect, at all times, for all persons living or working in the Residence and not to cause or do anything that is likely to cause a nuisance or annoyance to them. You must not use violence or threaten to use violence, verbally assault or harass or threaten to harass (including harassment on grounds of age, gender, sexual orientation, religion, belief, race, culture, disability or lifestyle) any person. You must not bring into the Room or any part of the Campus or Residence any weapons, illegal items or items which UCD considers offensive or dangerous (which may include replica, ceremonial or toy weapons, knives, martial arts weapons or air weapons) or allow the Room to be used for any criminal, immoral or illegal purpose including (but not limited to) selling, supplying or using illegal substances, storing or handling stolen goods or prostitution. You must not engage in any form of anti-social or reckless behaviour in the Room or any part of the Communal Areas and shall indemnify UCD against any claims made by any agent or employee of UCD or visitor arising out of any breach of the permitted use of the Room. You must not to hold parties in the Room or in or on any part of the Residence save with the express permission of UCD Residence Management. You must keep noise at a level that does not interfere with the study, sleep or comfort of persons living or working in the Residence and not to play musical instruments or radios, televisions or other sound-producing apparatus in such a manner as to cause distraction or nuisance to other occupiers of the Residence and in particular between the hours of 11.30 p.m. and 7.30 am or such other times as UCD notifies. You must not keep a dog, cat, reptile, insect, pet, fish or other animal at the Room or the Residence save for a registered Assistance dog as provided for in the next paragraph. Students with a disability and who are registered with UCD’s Access & Lifelong Learning for disability support may keep a registered Assistance animal (Assistance animal includes Guide Dogs and registered emotional support animals) with them at the Room and the Residence where the need for the animal has been certified by a registered recognised medical professional. The student will be responsible for the care of the animal and must ensure that the animal is controlled at all times and does not cause a nuisance to other occupiers of the Residence and other persons in the Residence at any time.

AP

PEN

DIX

IX - LIC

ENC

E TO R

ESIDE


IV. Repairs, Maintenance and Alterations You must keep the Room in a clean and tidy condition at all times. You must not build up rubbish in the Room You shall only put rubbish in the bins provided by UCD. You must segregate rubbish and place recycled rubbish in designated recycling bin areas. You must leave the Room in the same condition at the end of your Period of Residence as when You found it at the beginning (fair wear and tear excluded). You must not make any alterations to the Room (including fitting any aerial or satellite dish) or make any alterations whatsoever in the internal arrangements or external appearance of the Room. You must not remove, alter or damage any furniture, equipment, windows, locks or curtains in the Room. You must not drill any holes or to affix any nails, tacks, screws, drawing-pins in the windows, doors, woodwork walls, floors or ceiling of the Room. Items may be attached to the notice board in the Room with pins, blu tack and sellotape; You must not hang any flags, banners, clothes or other items from the windows or the outside of the Room. You must report all maintenance and repair issues to Residence Management through SISWeb as soon as You become aware of them.

V. Safety and Security

It is your responsibility to help ensure that the Room and the Residence are safe and secure to live in. You must not smoke in the Room or any part of the Residence. You must not bring any cooking equipment into the Room or the Residence that will be used in such a way as to cause a hazard. You must not overload electrical sockets or use unsafe electrical equipment. You agree to respond to all fire alarms and comply with all fire regulations and evacuation procedures. You must not obstruct the Communal Areas or any parts of the Residence including fire escapes routes. For the avoidance of doubt no items may be left outside the Room and bicycles are not permitted within Residences. You must not tamper with any fire equipment or fire doors which are designed to reduce the spread of fire and to help prevent injury or death. You must not part with the possession of any keys or security cards provided by UCD for the Room and You must report any loss immediately to Residence Management. You must leave your Room and the Residence secure at all times and you must not prop open or block locks on the door to your Room or the Residence. You must not do anything which may increase UCD insurance premium for the Room or the Residence. You must not store or keep or permit to be kept in the Room or in any part of the Residence any dangerous, combustible or unlawful substances or materials whatsoever and to report immediately the presence of such substances or materials. You agree to comply with the Residence Regulations. You agree to agree with all UCD policies including health and safety. While UCD shall be responsible for the provision of security on the Campus as a whole neither UCD nor Residence Management shall be responsible for the security of the Room or apartment

AP

PEN

DIX

IX

- L

ICEN

CE

TO R

ESID

E


where the Room is located in an apartment. Responsibly for security of the Room rests with You and You shall report all security incidents to Residence Management.

VI. You must abide by the provisions of the Student Code. 7. UCD’S RIGHTS

I. Relocation

UCD reserves the right to move You to similar accommodation in any circumstances on giving You at least 7 days notice and You acknowledge that You do not have a right of exclusive possession of the Room.

II. Alterations and Building Works UCD has the right to carry out any building works, decoration, refurbishment, repairs, alterations or any other works as required to the Room and in any part of the Residence.

III. Removal and Disposal of Items UCD may remove from the Room or the Residence any items which it considers offensive, dangerous and/or which may cause a fire hazard. You will not be entitled to take any such items back into the Room or the Residence and UCD may dispose of any such items. UCD may dispose of any items left in the Room or the Residence at the end of your Period of Residence.

IV. Access Upon giving You at least 24 hours notice UCD or its agents or work personnel may enter the Room and examine the state of repair and condition of it and may carry out repairs or renovations to the Room or any adjoining premises. UCD may enter the Room without notice in an emergency situation or where a breach of discipline is suspected under the provisions of this Licence Agreement or under the provisions of the Student Code. UCD Residences Management on behalf of UCD is a joint key holder of the Room with You.

8. YOUR RIGHTS

I. Occupation

UCD grants You:

(i) The right to occupy the Room;

(ii) The non- exclusive use of the shared kitchen and bathroom areas serving the Room;

(iii) Non – exclusive use of the Communal Areas;

(iv) Where applicable the use of a communal gym within a Residence.

9. BREACH OF AGREEMENT

I. Payment for Loss or Damage

You must pay for all loss and damage suffered by UCD as a result of any breach of this Agreement by You or any of your visitors (including family members). This includes but is not limited to additional cleaning costs, replacement keys, repairing or replacing fixtures, fittings or equipment, collecting arrears, paying professional advisors, pursuing court proceedings, administration expenses and income lost by UCD by your failure to vacate the Room when You should have.

AP

PEN

DIX

IX - LIC

ENC

E TO R

ESIDE


10. SANCTIONS If you or any of your visitors (including a family member) breach any of the terms of this Agreement then action may be taken against You as follows:

I. Residence Management Residence Management will investigate the alleged breach and may invite You to discuss the circumstances of the alleged breach with them. Arising out of this Residence Management may:

a. Take no action b. Reprimand You and may also give You a written warning or

c. Refer the matter to the Director of UCD Estates Services for disciplinary action.

II. UCD Estate Services The Director of UCD Estates Services or his/her nominee will investigate the alleged breach and may invite You to discuss the circumstances of the alleged breach with them. You may be accompanied by a member of the Student’s Union or a Student Advisor in any meeting which takes place. Arising out of the investigation UCD Estate Services may:

a. Take no action b. Reprimand You c. Give You a written warning d. Impose a fine upon You which must be paid within 7 days of its imposition e. Refer the matter to the Registrar where the alleged breach will be dealt with under the

Student Code.

III. Appeals You may appeal as follows if You are unhappy with a Sanction imposed upon You:

a. Any Sanction made by Residence Management may be appealed in writing to UCD Estates Services within. 7 days of the Sanction. The decision of UCD Estates Services shall be final.

b. Any Sanction made in the first instance by UCD Estates Services may be appealed in writing to the Registrar within 7 days of the Sanction. The decision of the Registrar shall be final. In the event an appeal to a fine is upheld the imposed fine will be refunded.

c. Any Sanction arising under the Student Code may be appealed in accordance with the Student Code.

d. When making an appeal You shall be required to pay a fee of €20 which will be refunded in the event the appeal is successful.

11. TERMINATION RIGHTS

I. Your Rights

a. Should You cancel your booking within 24 hours You will be refunded your Deposit in full.

b. Should You cancel your booking after 24 hours but prior to the commencement of your Period of Residence You will be refunded your Deposit less an administrative charge of €50.

AP

PEN

DIX

IX

- L

ICEN

CE

TO R

ESID

E


c. Should You terminate this Agreement within 7 days of the commencement of your

Period of Residence You will be refunded 50% of your Deposit This refund is subject to your Room not being damaged, being left in a clean and tidy condition and there being no fines levied in connection with this Agreement.

d. Should you terminate this Agreement 7 days or more after the commencement of your Period of Residence and before the end of your Period of Residence You will be refunded 25% of your Deposit. This refund is subject to your Room not being damaged, being left in a clean and tidy condition and there being no fines levied in connection with this Agreement.

e. If this agreement terminates at the end of your selected Period of Residence you will be refunded 100% of your Deposit. This refund is subject to your Room not being damaged, being left in a clean and tidy condition and there being no fines levied in connection with this Agreement.

f. Refund of your Deposit is subject to payment of the Licence Fee and associated charges being up to date. UCD shall be entitled to use your Deposit as credit against any costs it incurs for cleaning, repair and replacement of damaged items and against settlement of any monies owed by You to UCD.

g. You must submit a Cancellation Form to Residence Management if You wish to terminate the Licence Agreement prior to the end of the Period of Residence.

h. Should this Agreement be terminated by You during your period of Residence You will still be liable to pay the Licence Fee in full for the whole of the Period of Residence. UCD will use its reasonable endeavours to re-licence the Room and in the event that UCD is able to re- licence the Room You will be entitled to receive credit for the balance of the Licence Fee (less your Deposit as referred to in this clause) paid by You in advance which corresponds to the Period in which the Room is re-licenced.

II. UCD’s Rights UCD may terminate this Agreement in any of the following circumstances:

a. You have failed to take up occupation of the Room.

b. You have failed to pay the Licence Fee and associated charges on the due dates.

c. You have committed a serious breach of this Agreement or have persistently breached the terms and condition of this Agreement and UCD has followed the procedures followed in the Student Code. You have been convicted of a criminal offence which UCD regards as serious.

d. You have supplied information to UCD in connection with your application for a Room which is false or misleading or have failed to supply information to UCD which it considers relevant.

e. You are no longer undertaking a course of study at UCD and are not registered as a student.

f. Your Room is not habitable due to events beyond UCD’s control (such as fire or damage) and UCD does not have alternative accommodation for you to occupy.

g. UCD considers it necessary to move You from the Room for your protection or the protection of others.

In the event that UCD terminates this Agreement (a to g above) You will not be entitled to apply for student accommodation in the future without the consent of UCD which it may withhold at its sole discretion.

12. CAR PARKING

You will not be entitled to apply for permit parking on the Campus unless you are entitled to an exemption from this policy.

AP

PEN

DIX

IX - LIC

ENC

E TO R

ESIDE


13. WITHHOLDING OF AWARD

UCD reserves the right to withhold the conferring of any degree or award until full payment is made to UCD of the Licence Fee, fines and any other monies owing to UCD under this Agreement.

14. COMPLAINTS If you are unhappy with any decision UCD had made or You feel that it has failed to fulfil its obligations to You in connection with this Agreement You should in the first instance raise your concerns with Residence Management. If you feel You have not resolved the matter then You should bring a Complaint under the UCD’s Student Complaints Policy http://www.ucd.ie/complaints/docs/complaints_po.pdf.

15. GENERAL

I. Entire Agreement This Agreement shall constitute the whole of the terms agreed between the Parties in respect of the subject matter of this Agreement provided that nothing in this clause shall limit a party’s liability for fraudulent misrepresentation.

II. Severability If any provision of this Agreement is held to be illegal or unenforceable then the remainder of the Agreement shall be unaffected.

III. Waiver Unless otherwise agreed in writing, no failure by either party to exercise any right or remedy available to it nor any delay so to exercise any such right to remedy shall operate as a waiver of it nor shall any single or partial exercise of any right or remedy preclude any other or further exercise thereof or the exercise of any other right or remedy.

IV. Force Majeure Neither party shall be liable for any delay or failure to carry out its obligations under this agreement caused by force majeure provided that it promptly gives written notice of the occurrence of the force majeure relied on to the other party and it uses all reasonable endeavours to remove or avoid the effect of such force majeure as promptly as practicable. If any force majeure is relied on for longer than 60 days by either party under this clause the other shall be entitled to terminate this Agreement forthwith on written notice.

V. Communications and Notices All communications and notices relating to this Licence Agreement will be sent to your UCD email address.

VI. Governing Law and Jurisdiction This Agreement shall be governed and construed in accordance with the laws of Ireland. The Parties hereby irrevocably submit to the exclusive jurisdiction of the Courts of Ireland.

INTRODUCTION

The UCD Student Charter summarises our aspirations and expectations for all members of our University community. It sets out the roles and responsibilities of the various groups within our University and outlines what students can expect from their University and what the University can expect from its student members. In order to build and maintain a positive and encouraging academic environment, UCD has regulations, codes and policies. Students and staff should be familiar with and abide by these regulations and procedures. These are available online: www.ucd.ie/students/studentsupport.html. In particular, students must be familiar with the UCD Student Code, which sets out the procedures for managing breaches of good behaviour. As a UCD student the University expects that you take responsibility for your own behaviour and act professionally in dealings with staff and fellow students and observe and uphold your University’s regulations, policies and codes. The rules and regulations as they apply to the Residences can be found in this document, the licence to reside and are aligned with the UCD Student Code.

UCD Residences V6 July 2015 Page 3AP

PEN

DIX

X -

A G

UID

E TO

MA

NA

GIN

G

BR

EAC

HES

OF

RES

IDEN

TIA

L R

ULE

S

THE MANAGEMENT PROCESS

The process for managing breaches of the rules and regulations for the Student Residences is structured in accordance with the seriousness of the breach. The three Categories identified and the respective processes are outlined below and include the procedures for escalation to the next level.

• CATEGORY 1: On the spot verbal warning (Residences Management)

This may arise during the course of the residency period where an infringement is identified and a decision is made by the UCD Residences’ Team that the infringement is of a nature that a verbal warning will suffice. The warning and details of the incident will be documented and recorded on the Residents’ file, and may be reconsidered should further infringements occur. Failure to heed the warning may result in an escalation of the status of the incident.

• CATEGORY 2: A formal meeting (Estate Services)

All documented incidents are reviewed by the Management of UCD Residences on a daily basis. If an incident is deemed to be in breach of the Rules and Regulations, and it is felt warrants a formal meeting, details outlining the breach and relevant reports will be forwarded to Estate Services. Estate Services will review the documentation to confirm that a meeting with them should proceed and the Estate Services will send a communication to the residents of an apartment or to individual residents if clearly identified, informing them of the requirement for a formal meeting. Such a meeting may result in Sanction Action being taken. The recommended Sanction Action will be reviewed and approved by Estate Services and will be notified in writing to the Resident. A list of Sanction Actions is provided within this document.

Examples of breaches (non exhaustive): • Unauthorised Party that had minimal disruption and was early in the

evening • Unauthorised Hanging or Displaying of Articles within the premises or

complex • Causing litter or dumping of rubbish • Unauthorised Overnight Guest • Causing a Disturbance • Not maintaining the interior of the Premises in a clean and hygienic manner • Minor damage

UCD Residences V6 July 2015 Page 4

Incidents that are dealt with under this heading are normally single breaches of the rules and/or regulations. Where an incident results in the breach of a number of rules individual minimum disciplinary actions may attach to each breach. Where an incident results in the breach of a significant number of rules and/or regulations, which are deemed to be of a significant or major nature, or where it is a second or subsequent breach, the incident may be escalated to Category 3.

The procedure Estate Services follows is aligned with those in the student code and that group will ensure that:

• A formal communication is made to the resident outlining the alleged breach in advance of the meeting with Estate Services

• The resident may opt to have the alleged breach heard by a disciplinary committee independent of Estate Services

• Where the alleged breach appears to involve more than one student, such students may be jointly managed and heard together

• Where an alleged breach may, in the reasonable opinion of the University, constitute a criminal offence, the University will act in accordance with the law and may notify the Gardai

• The proceedings and details of the cases are private and confidential (where appropriate)

• The student may have a representative at the meeting e.g. a member of the students union or a student adviser present at the formal meeting

• Where possible the decision will be made by Estate Services at the meeting, but they may defer the communication of the outcome to the student where a submission made by the student requires further investigation

• The outcome of the meeting shall be confirmed to the student in writing. The student shall be informed of his or her right to appeal the decision to a disciplinary committee, the procedure for lodging an appeal and the time limit for lodging an appeal

• Where the matter has been resolved and a decision made, Estate Services will write to the Management of UCD Residences informing them of the decision


PEN

DIX

X -

A G

UID

E TO

MA

NA

GIN

G

BR

EAC

HES

OF

RES

IDEN

TIA

L R

ULE

S

• CATEGORY 3: Formal Referral to the Registrar

Where a breach of the Rules and Regulations is deemed to be of a major and significant nature, a formal referral will be made by Estate Services to the Registrar. Incidents that are escalated to this category are deemed to be extremely serious breaches. Where a breach of residential rules is referred to the Registrar the procedures and guidelines as laid out in the UCD Student Code will be followed.

Examples of breaches (non exhaustive):

• A Party resulting in major disruption • Transgression of the UCD Dignity and Respect Policy • Interference with Fire and Safety Equipment • Repeated Unauthorised Overnight Guests • Damage to property • Alleged criminal Breaches including Assault, Drugs, Trespass, Theft etc • Interference with Security Devices including CCTV, holding open of doors,

disconnection of alarms etc


Appeals Procedures

CATEGORY 1 APPEALS a. Any Sanction made by the Management of UCD Residences (Category 1) may be appealed

in writing to UCD Estates Services within 7 days of the Sanction. The decision of UCD Estates Services shall be final.

CATEGORY 2 and CATEGORY 3 APPEALS You may appeal as follows if You are unhappy with a Sanction imposed upon You:

a. Any Sanction made in the first instance by UCD Estates Services (Category 2) may be appealed in writing to the Registrar within 7 days of the Sanction. The decision of the Registrar shall be final. In the event an appeal to a fine is upheld the imposed fine will be refunded.

b. Any Sanction arising under the UCD Student Code (Category 3) may be appealed in accordance with the Student Code.

c. When making an appeal You shall be required to pay a fee of €20 which will be refunded in the event the appeal is successful.

d. If you are unhappy with the process you can use the UCD Student Complaints Policy


PEN

DIX

X -

A G

UID

E TO

MA

NA

GIN

G

BR

EAC

HES

OF

RES

IDEN

TIA

L R

ULE

S

DEFINITIONS

Unauthorised Gathering

Allowing a Breach of the Smoke Free campus policy

Interference with Safety & Fire equipment

Trespass

Criminal Activity

Drinking alcohol in a Public Area / Alcohol Policy

Assault

Breach of Smoke Free campus policy

Tampering with Wireless Routers

Drugs

Theft

Vandalism / Damage to Property

Antisocial Behaviour / Disturbance

An unauthorised gathering is reviewed on a case by case basis depending on the number of occupants in an apartment and circumstances of the gathering.

This refers to allowing a fellow resident or guest to smoke within an apartment or other part of a building or within 10 meters of a building without reporting it to the Residential Services Team

Interfering with fire and safety equipment (sensors, break glass units, extinguishers, sounders, alarm panels etc), notices, and purposely blocking a means of escape or disabled refuge area

Includes entry, unauthorised by the ResidencesManagement, into any of the Residence Complex buildings or apartments

Any form of Criminal Activity as defined by Irish law

Drinking Alcohol anywhere outside of the Resi-dents own apartment including common areas within the buildings

Any form of assault as defined by Irish law

This refers to all internal area including common areas,doorways, halls, living/kitchen space, bathrooms etc and within 10 meters of a building.

This includes the defacing, removing, or discon-nection of the routers and or relevant power or data leads both within the apartments and in common areas

Any form of illegal drug or unlawful substance as identified in Irish Law

The removal of a person’s property without prior authorisation or any other definition under Irish Law

Defacing of, or damage to University or another person’s property, whether deliberate or accidental

Any behaviour deemed to be anti social and which interferes with the general enjoyment of the residences, and the harmonious and safe management of the Residence Complex

AP

PEN

DIX

X -

A G

UID

E TO

MA

NA

GIN

G

BR

EAC

HES

OF

RES

IDEN

TIA

L R

ULE

S

Poor Housekeeping / Hygiene

Unauthorised Entry

Harassment

Abusive Behaviour

Unauthorised Overnight Guest

Dangerous Materials

Basic levels of housekeeping and hygiene are expected of all Residents. Breaches include cleanliness of apartment, poor waste / bin management etc

This refers to any person found to be entering residences by means other than through access gates e.g. Jumping or climbing over or under gates/fences, using or passing a student card for unauthorised entry purposes.

Harassment refers to a wide spectrum of offensive behaviour. The term commonly refers to behaviour intended to disturb or upset, and, when the term is used in a legal sense, it refers to behaviours which are found threatening or disturbing. Sexual harassment refers to persistent and unwanted sexual advances. Any form of behaviour that may be deemed as unlawful in Irish Law.

Any form of behaviour that may be deemed as unlawful in Irish Law, or not compliant with the Universities Policy on Dignity and Respect

All non residents must leave the Residence Complex prior to 23.30. Any non resident within the complex after midnight will be deemed to be an overnight guest. Hosts are responsible for the behaviour and actions of their guests. This is an express violation of the Licence to Reside.

Any dangerous, combustible or unlawful substance or material or weapons or imitation weapons or part of same (or plans to construct or avail of same) or other material likely to harm, alarm, or likely to give rise to fear in others and to report immediately the presence of such substance, materials, weapons, plans etc to UCD

GUIDE TO STANDARD SANCTION ACTION PER RESIDENT

The information below is intended as a guide to standard sanctions available to the Management of Estate Services when incidents occur. Sanctions may be imposed individually or as a combination of sanctions

A single incident may result in more than one breach of the rules and regulations. Each breach of the rules and regulations may attract its own sanction. Where there is a cumulative fine related to a single incident the maximum fine will be capped at €250. However, the decision may be referred to Category 3 as appropriate

Where the combination of the breaches is deemed serious the matter may be referred to Category 3 of the Management Process

Where a sanction is stated it refers to a sanction per individual rather than to a group of individuals unless otherwise noted

The list provides a sample of breaches and sanctions and is not exhaustive


GUIDE TO STANDARD SANCTION ACTION PER RESIDENT (Category 2 and 3 only)

BREACH TYPE 1st

Breach 2nd

Breach 3rd

Breach

UNAUTHORISED GATHERING

Fine €100 Written warning

Termination of Licence

INTERFERENCE WITH Termination of

FIRE SAFETY LicenceEQUIPMENTDRUGS IN/ON Termination of

COMPLEX/PREMISES LicenceASSAULT Terminate

LicenceRefer to GardaiTHEFT Terminate

LicenceRefer to GardaiTRESSPASS Terminate

LicenceRefer to Gardai

UNAUTHORISED Fine €100 Termination of

OVERNIGHT GUEST Option to LicenceTerminate LicenceINTERNAL VANDALISM Fine €100 Termination of

/ PROPERTY DAMAGE Cost of Damage LicenceOption to Refer to Gardai

Terminate LicenceINTERNAL VANDALISM Cost of repair Cost of repair

/ PROPERTY DAMAGE – apportioned to apportioned toPERSON UNKNOWN each Resident each Resident

in the Halls or in the Hall orapartment apartment

ANTI SOCIAL Fine €100 Fine €200 Termination ofBEHAVIOUR / DISTURBANCE

Written warning Option to

Option to terminate Licence

Licence

terminate Licence

terminate LicenceSMOKING IN Fine €150 Maximum fine Termination ofBUILDINGS Written warning under Licence

legislation orTermination ofLicence

ALLOWING A PERSON Fine €150 Maximum fine Termination ofSMOKE IN A BUILDING Written warning under Licence

legislation or


AP

PEN

DIX

X -

A G

UID

E TO

MA

NA

GIN

G

BR

EAC

HES

OF

RES

IDEN

TIA

L R

ULE

S



ABUSIVE BEHAVIOUR Fine €100 Termination of

Written warning Licence

Referral underDignity and

Respect PolicyOption toTerminate LicenceHARRASSMENT Fine €250 Termination of



Respect PolicyOption toTerminate LicenceDRINKING IN PUBLIC Fine €100 Fine €200 Termination of

AREAS Written warning Written warning LicenceTAMPERING WITH Fine €150 Termination ofWIRELESS ROUTERS Cost of Repair / Licence

ReplacementWritten warning

POOR HYGEINE / Cost of contract €75 fine per Termination ofHOUSEKEEPING cleaner person Licence

€50 fine per Written warningperson involved Cost of a

contract cleanFAILURE TO EVACUATE €50 Fine €100 Fine Termination ofON SOUNDING OF FIRE ALARM

Written warning Written warning Licence

LEAVING BUILDING €100 Fine €200 Fine Termination ofSECURITY DOORS OPEN – PERSON KNOWN – PERSON NOT KNOWN

Written warning €25 Per resident of the house

Option to Terminate Licence

Licence

UNAUTHORISED ENTRY €100 Fine €200 Fine Termination of

Written warning Option to LicenceTerminate

UNAUTHORISED €100 fine €150 fine Termination ofOBJECTS IN BUILDING Licence(E.G. BICYCLES,BOLLARDS, TROLLEYS)


GUIDE TO STANDARD SANCTION ACTION PER RESIDENT (Category 2 and 3 only)

BREACH TYPE 1st

Breach 2nd

Breach 3rd

Breach

UNAUTHORISED GATHERING

Fine €100 Written warning


INTERFERENCE WITH Termination of

FIRE SAFETY LicenceEQUIPMENTDRUGS IN/ON Termination of

COMPLEX/PREMISES LicenceASSAULT Terminate

LicenceRefer to GardaiTHEFT Terminate

LicenceRefer to GardaiTRESSPASS Terminate

LicenceRefer to Gardai

UNAUTHORISED Fine €100 Termination of

OVERNIGHT GUEST Option to LicenceTerminate LicenceINTERNAL VANDALISM Fine €100 Termination of

/ PROPERTY DAMAGE Cost of Damage LicenceOption to Refer to Gardai

Terminate LicenceINTERNAL VANDALISM Cost of repair Cost of repair

/ PROPERTY DAMAGE – apportioned to apportioned toPERSON UNKNOWN each Resident each Resident

in the Halls or in the Hall orapartment apartment

ANTI SOCIAL Fine €100 Fine €200 Termination ofBEHAVIOUR / DISTURBANCE

Written warning Option to

Option to terminate Licence

Licence

terminate Licence

terminate LicenceSMOKING IN Fine €150 Maximum fine Termination ofBUILDINGS Written warning under Licence

legislation orTermination ofLicence

ALLOWING A PERSON Fine €150 Maximum fine Termination ofSMOKE IN A BUILDING Written warning under Licence

legislation or




ABUSIVE BEHAVIOUR Fine €100 Termination of



Respect PolicyOption toTerminate LicenceHARRASSMENT Fine €250 Termination of



Respect PolicyOption toTerminate LicenceDRINKING IN PUBLIC Fine €100 Fine €200 Termination of

AREAS Written warning Written warning LicenceTAMPERING WITH Fine €150 Termination ofWIRELESS ROUTERS Cost of Repair / Licence

ReplacementWritten warning

POOR HYGEINE / Cost of contract €75 fine per Termination ofHOUSEKEEPING cleaner person Licence

€50 fine per Written warningperson involved Cost of a

contract cleanFAILURE TO EVACUATE €50 Fine €100 Fine Termination ofON SOUNDING OF FIRE ALARM

Written warning Written warning Licence

LEAVING BUILDING €100 Fine €200 Fine Termination ofSECURITY DOORS OPEN – PERSON KNOWN – PERSON NOT KNOWN

Written warning €25 Per resident of the house

Option to Terminate Licence

Licence

UNAUTHORISED ENTRY €100 Fine €200 Fine Termination of

Written warning Option to LicenceTerminate

UNAUTHORISED €100 fine €150 fine Termination ofOBJECTS IN BUILDING Licence(E.G. BICYCLES,BOLLARDS, TROLLEYS)


AP

PEN

DIX

X -

A G

UID

E TO

MA

NA

GIN

G

BR

EAC

HES

OF

RES

IDEN

TIA

L R

ULE

SNote:

Termination of a license to reside will only be managed as a Category 3 and in accordance with the student code.

Where there is a Termination of a Licence this will automatically include a bar from reapplying for Residences in the future.

The above is a guide to standard sanctions. It is benchmarked against leading Irish and International Universities. Where deemed appropriate Estate Services may escalate this to Category 3, and / or refer it under the UCD Student Code


Rang

e of

San

ctio

ns A

vaila

ble

The

follo

win

g is

a r

ange

of s

anct

ions

ava

ilabl

e to

the

Est

ate

Serv

ices

Tea

m.

Thes

e sa

ncti

ons

may

be

appl

ied

indi

vidu

ally

, or

as

a ra

nge

whe

re m

ore

than

one

bre

ach

has

occu

rred

.

GUID

E SA

NCTI

ONS

AVA

ILAB

LE B

Y LE

VEL

OF

MAN

AGEM

ENT

PRO

CESS

Verb

al W

arni

ng &

Ad

vic

e

Wri

tten

w

arni

ng

Ban

Gues

ts

Stan

dar

d Fi

ne

Dam

age

Re

pai

r Cost

Wri

tten

W

arni

ng

Refe

r to

Ga

rdaÍ

Bar

from

Co

mp

lexe

s

Term

ina

te

Lice

nce

Cate

gor

y 1√

Cate

gor

y 2√

√√

√√

√√

Cate

gor

y 3√

√√

√√

√√

√√

UCD

Res

iden

ces V

6 Ju

ly 2

015

Page

15

Ran

ge o

f Sa

ncti

ons

Avai

labl

e

The

follo

win

g is

a r

ange

of

sanc

tion

s av

aila

ble

to t

he E

stat

e Se

rvic

es T

eam

. Th

ese

sanc

tion

s m

ay b

e ap

plie

d in

divi

dual

ly,

or a

s a

rang

e w

here

mor

e th

an o

ne b

reac

h ha

s oc

curr

ed.

GU

IDE

SAN

CTIO

NS

AVA

ILA

BLE

BY L

EVEL

OF

MA

NA

GEM

ENT

PRO

CESS

Ve

rbal

W

arni

ng &

A

dvic

e

Wri

tten

w

arni

ng

Ban

Gue

sts

Stan

dard

Fi

ne

Dam

age

Repa

ir

Cost

Wri

tten

W

arni

ng

Refe

r to

G

arda

ÍBa

r fr

om

Com

plex

esTe

rmin

ate

Lice

nce

Ca

tego

ry

1√

Ca

tego

ry

2√

√√

√√

√√

Ca

tego

ry

3√

√√

√√

√√

√√

UC

D R

esid

ence

s V6

July

201

5 Pa

ge

13

Documents

UCD Residences guide to living 15-16.pdf · 2016-05-16 · Central Customer Care Office at Merville (7 days a week):08:00-02:00 Blackrock –Proby reception (Mon-Fri): 10.00-18.00